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ADC 237 

Attachment 

ATTACHMENT TO ADC 237 

Rename Location Audit Program to Record Reconciliation Program (Supply) 

1. ORIGINATOR: 

a. Service/Agency: Defense Logistics Management Standards Office (DLMSO)

b. Originator: Ms. Mary Jane Johnson, DLMSO, Joint Small Arms Coordinating 

Group (JSACG) Chair, e-mail: Mary.Jane.Johnson@dla.mil

2. FUNCTIONAL AREA: Supply and DOD Physical Inventory Control Program 

(DODPICP)

3. REFERENCES: 

 a. DOD 4000.25-2-M, Military Standard Transaction Reporting and Accounting 

Procedures (MILSTRAP) 

b. DOD 4000.25-M, Defense Logistics Management System (DLMS) 

c. DLMSO Memorandum , November 8, 2006, subject: Joint Physical Inventory 

Working Group (JPIWG) Meeting, November 2, 2006 

4. REQUESTED CHANGE:

a. Title: Rename Location Audit Program to Record Reconciliation Program 

 b. Description of Change: This change revises MILSTRAP (reference 3.a.) and 

DLMS (reference 3.b.), to rename the Location Audit Program to the Record 

Reconciliation Program. DLMSO will also need to request a corresponding change to 

DD Form 2338-1 (Inventory Control Effectiveness (ICE) Report Ammunition) and DD 

Form 2238-2 (ICE Report General Supplies), to revise the Part I, section 3 title from 

‘Location Audit Program’ to ‘Record Reconciliation Program’. 

5. REASON FOR CHANGE: At the November 2, 2006, JPIWG meeting (reference 

3.c.), it was recommended that the term “Location Audit Program” be eliminated and 

have distinct sections for Location Survey and Location Reconciliation. The group 

believed “location audit program” was a misleading “title” for the areas it covered: 

Location survey and Location Reconciliation. At that meeting, it was also recommended 

that the term “Location Reconciliation” be reconsidered in favor of something more 

descriptive of the function being performed. 
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ADC 237 

Attachment 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Changing terminology to Record Reconciliation Program more 

clearly defines and explains in the procedures the intent of location survey and locations 

reconciliation, which is currently referred to as the “Location Audit Program.” 

b. Disadvantages: As noted in the November 2006 JPIWG meeting minutes, it was 

also recommended that the term Location Reconciliation be reconsidered for a more 

descriptive term that defines the function being preformed and have distinct sections for 

location survey and location reconciliation. DLMSO analyzed the feasibility of revising 

the term location reconciliation and determined that because there are numerous 

references to the term in MILSTRAP and DLMS, including transactions, it did not seem 

the outcome would justify the change. 

 DLMSO considered incorporating distinct sections for location survey and 

location reconciliation and determined that restructuring the MILSTRAP and DLMS 

chapters to accommodate the change would require re-paragraphing of the chapters with 

limited benefit gained. 

7. INTERFACE/IMPACT: 

a. Data Content: None. 

b. Publications: MILSTRAP (reference 3a) and DLMS (reference 3b). 

c. Procedures:

(1) DLMSO will take action to revise: APPENDIX: MILSRAP AP1 and AP2, 

DD Form, 2338-1 Inventory Control Effectiveness Report (General Supplies) and DD 

Form 2238-2 ICE Report (Ammunition), respectively, line 3, Record Reconciliation 

Program

 (2) Revise MILSTRAP and DLMS DEFINITIONS and TERMS as shown in 

Enclosure 1. 

(3) Revise MILSTRAP Chapter 7, Physical Inventory Control, and associated 

appendices as shown in Enclosure 2. 

(4) Revise DLMS, Volume 2, Chapter 6, Physical Inventory Control, as shown in 

Enclosure 3. 

Enclosures
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ADC 237 

Enclosure 1 

ENCLOSURE 1 TO ADC 237 

Rename Location Audit Program to Record Reconciliation Program (Supply) 

DEFINITIONS and TERMS 

Make the following changes to MILSTRAP and DLMS DEFINTIONS and TERMS to 

delete “LOCATION AUDIT PROGRAM” and replace with “RECORD 

RECONCILIATION PROGRAM” (changes are identified by bold red italicized text): 

“LOCATION AUDIT PROGRAM RECORD RECONCILIATION PROGRAM. 

The location audit record reconciliation program consists of actions required to assure 

compatibility between the assets in storage and the locator records and between the 

locator records and the owner records. Location audit Record reconciliation programs 

may include quantity. This program is accomplished in two phases:

LOCATION RECONCILIATION. A match between valid storage activity 

records and the accountable records, in order to identify and correct situations where 

items are in physical storage but not on record, on record but not in storage, or where 

common elements of data, including quantity, do not match. Research of mismatches, 

including special inventories when required, results in corrective action. 

LOCATION SURVEY. A physical verification, other than actual count, 

between actual assets and recorded location data to ensure that all assets are properly 

recorded as to location, identity, condition, and unit of issue.” 
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ADC 237 

Enclosure 2 

ENCLOSURE 2 TO ADC 237 

Rename Location Audit Program to Record Reconciliation Program (Supply) 

MILSTRAP Chapter 7, Physical Inventory Control 

MILSTRAP Procedures: Revise the following MILSTRAP Chapter 7 paragraphs to

delete “LOCATION AUDIT PROGRAM” and replace with “RECORD 

RECONCILIATION PROGRAM” (changes are identified by bold red italicized text): 

C7.2.12.3. Record Reconciliation Program Goal: 

C7.6. RECORD RECONCILIATON PROGRAM. Each DoD Component will 

implement a record reconciliation program which will consist of both a location survey 

and a location reconciliation.5

 The DoD acceptable accuracy goals are provided in 

paragraph C7.2.12.3. The DoD Components may impose more stringent standards 

internally. The record reconciliation program is subject to the quality control checks 

delineated in section C7.8., Quality Control Program. Errors will be subject to validation 

and research before they are counted as an error. DoD Components will collect and 

analyze all type III errors (see paragraphs C7.6.1.1.8.3 C7.6.1.8.3 and C7.6.2.2.3) by 

element. 

C7.9.2.1.3. Record Reconciliation Program. Reflects the results of the location survey 

(ratio of accurate storage activity locator records to storage activity locations surveyed) 

and the location reconciliation9 (ratio of valid storage activity locations to inventory 

manager's records). 

C7.9.3.1.3. Record Reconciliation Program. Complete as described in paragraphs 

C7.9.2.1.3.1., C7.9.2.1.3.2., C7.9.2.1.3.3., C7.9.2.1.3.4., and C7.9.2.1.3.6. The DoD 

goals for location survey accuracy and location reconciliation accuracy for ammunition 

are 98 percent. 14
 

ADC 237 

Enclosure 3 

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ENCLOSURE 3 TO ADC 237 

Rename Location Audit Program to Record Reconciliation Program (Supply) 

DLMS Volume 2, Chapter 6 Physical Inventory Control 

DLMS Procedures: Revise the following DLMS, Volume 2, Chapter 6, paragraphs to

delete “LOCATION AUDIT PROGRAM” and replace with “RECORD 

RECONCILIATION PROGRAM” (changes are identified by bold red italicized text): 

C6.2.12.3. Record Reconciliation Program Goal: 

C6.6. RECORD RECONCILIATION PROGRAM. Each DoD Component shall 

implement a record reconciliation program that will consist of both a location survey 

and a location reconciliation5

. The DoD acceptable accuracy goals are in paragraph 

C6.2.11. The DoD Components may impose more stringent standards internally. The 

record reconciliation program is subject to the quality control checks shown in section 

C6.8. Errors shall be subject to validation and research before they are counted as an 

error. The DoD Components shall collect and analyze all Type III errors (see 

subparagraphs C6.6.1.2.3. and C6.2.2.3.) by element. 

C6.9.1.1.3. Record Reconciliation Program. Reflects the results of the location survey 

(ratio of accurate storage activity locator records to storage activity locations surveyed) 

and the location reconciliation9 (ratio of valid storage activity records to IMM records): 

C6.9.2.1.3. Record Reconciliation Program. Complete as described in subparagraph 

C6.9.1.1.3. DoD goals for location survey and location reconciliation for ammunition are 

98 percent13.